Source: https://billingmart.com/privacy [Legal](https://billingmart.com/legal) Privacy Policy # Privacy Policy This Privacy Policy describes what BillingMart collects, how personal and financial information is processed, our zero-cardholder storage architecture, and how to exercise your privacy rights. Last revised: October 2026 • Version: 1.0 ## Contents 1. Overview and Roles2. Information We Collect3. Strict Zero Card Data Storage Policy4. How We Use Your Information5. Verified Contacts Architecture6. AI and Assistant Processing7. Subprocessors and Third-Party Sharing8. Data Retention and 30-Day Purge9. Your Global Privacy Rights (GDPR & CCPA)10. Marketing Email and Prospect Data11. Security Safeguards and Inquiries12. Trip Tracking and Background Location13. In-App Purchases (Apple and Google)14. General Terms15. Disclaimers, Limitation of Liability and Indemnification [← All legal agreements](https://billingmart.com/legal) ## 1. Overview and Roles **Who we are.** BillingMart is operated by BillingMart.com LLC, a New Mexico limited liability company ("BillingMart", "we", "us"). BillingMart operates as both a Data Controller and a Data Processor under global privacy statutes (including the EU/UK General Data Protection Regulation and the California Consumer Privacy Act): - **As a Controller:** We determine the purposes and means of processing for registered workspace owner accounts, user authentication credentials, billing subscriptions, and audit telemetry. - **As a Processor:** We process end-customer contact information, invoice line items, receipts, and client communication logs on behalf of our registered business merchants, pursuant to our [Data Processing Addendum (DPA)](https://billingmart.com/dpa) . ## 2. Information We Collect We collect only the minimum personal data necessary to provide invoicing, accounting, and payment facilitation services: - **Account & Profile Information:** Business legal name, verified email address, telephone number, tax identification numbers, and time zone preferences. When you create an account, we record the IP address and browser it was created from, and use them to detect abuse and fraud. - **Invoicing & Client Records:** Client names, physical delivery addresses, verified email addresses, mobile numbers, itemized goods/services descriptions, tax rates, and transactional invoice histories. - **Payment Metadata:** Transaction reference identifiers, charge timestamps, settlement states, gateway return codes, and masked payment tokens. - **Payment Link Page Views:** When someone opens a merchant's payment link page, we record that it was opened and when, the network the request came from with its last part removed (the full IP address is not stored), the approximate country and region only where our hosting provider supplies them with the request, and the general type of device (for example, a phone or a computer). We do not store the full browser identifier, we do not use these records to build a profile of the visitor, and we do not sell them or share them with advertisers. The merchant who owns the link can see these records, so they know whether and roughly where their link was opened. - **Usage counts.** To understand how BillingMart is used and to price it fairly, we keep totals by day and by plan: how many workspaces reached a stage for the first time (for example, added a first client, sent a first invoice, or received a first payment), how many workspaces changed plan, and how many AI credit packs were bought. A small record in each workspace notes the date it reached each stage and the plan it was on. These counts contain no names, email addresses, client details, invoice contents, card details or amounts, are not used to identify anyone, and are not sold or shared. Workspaces created for testing are not counted. - **Product analytics:** Only if you choose Accept in the BillingMart console or apps, we use Google Analytics for Firebase to see which screens and features are used, with a random identifier kept on your device. It never records the contents of your invoices or clients, payment details, or what you type, and we do not sell it or use it for advertising. You can switch it off at any time in Settings > Privacy. - **Trip location (mobile apps):** Only when a user starts a trip in a BillingMart mobile app that offers trip tracking, the precise location of that device while the trip runs, including in the background until the user stops it. See Section 12. - **App store purchase records:** When you subscribe or buy credits through the Apple App Store or Google Play, the product, transaction identifiers, renewal dates and status that the store reports to us. See Section 13. ## 3. Strict Zero Card Data Storage Policy ## Cardholder Data Invariant BillingMart takes card numbers only on an isolated payment page. Full Primary Account Numbers and Card Verification Values (the card's security code) are never written to any disk, database table, log file, or cache. A card number exists solely as a volatile memory variable inside the charging function while it runs and is immediately discarded after transit to the payment gateway. What is persisted in our database is solely the card brand (e.g., Visa, Mastercard), the last four digits of the card number (`cardLast4`), expiration month/year, and an opaque vault token issued directly by our payment processor, TranzPay. The customer payment portal (`pay.billingmart.com`) is hosted on a separate web origin with an uncompromising Content Security Policy that strictly prohibits third-party analytics, trackers, or foreign script execution. ## 4. How We Use Your Information We process collected data exclusively for authorized business purposes: - Facilitating the preparation, calculation, and delivery of invoices and estimates. - Authenticating users and customers via passwordless magic links and SMS codes. - Connecting to authorized merchant gateways to execute customer-initiated charges. - Maintaining immutable ledger entries and audit trails to comply with statutory financial reporting obligations. - Preventing fraudulent charges, deceptive billing, and unauthorized access. ## 5. Verified Contacts Architecture In our architecture, customer identity is bound to a verified contact point (an authenticated email address or telephone number). An unverified contact address can never access billing histories, stored receipts, or client portal workspaces. When a customer signs in to view their bills across multiple merchants on BillingMart, their verified credential resolves only the invoices specifically addressed to that verified contact, ensuring strict cross-tenant isolation. When someone pays through a merchant's payment link, they may type one email address for their receipt. It is used to send that one receipt, after the payment succeeds, and is kept with the payment record. It is not verified, so it grants no access to anything else: no portal, no billing history, and no marketing. A merchant may also email a payment link to a customer's verified email address. Each such message, and whether it was delivered, is kept in that merchant's delivery log. The merchant decides whom to send it to and is responsible for having a reason to contact that customer. ## 6. AI and Assistant Processing BillingMart provides assistant features (such as template styling and invoice draft composition) powered by Google Gemini. - AI requests are sent strictly server-side, with the platform's own credentials and never from your browser, to Google's Gemini API or to Vertex AI in our Google Cloud project; if one is overloaded, the same request may be answered once by the other. - Customer billing data is never used to train or fine-tune public foundation AI models. - Models emit schema-validated data structures only. Unrecognized or unexpected fields are automatically rejected and discarded before storage. - AI assistants connected via our Model Context Protocol (MCP) server operate under read-and-draft permissions only; they cannot dispatch invoices or charge cards without human authorization. ### Free tools on our website Our free AI tools at billingmart.com/tools, such as the late-payment email drafter and the contractor invoice template, can be used without an account. When you use one, we record what you enter, the result the tool produced, your IP address, your browser’s user-agent string, the time, and whether the request was completed or refused. We use this record to prevent abuse, to apply the tools’ daily limits, and to improve the tools. Each record is deleted automatically after 90 days. What you enter is sent to our AI provider, as described above, to produce the result; it does not create an account and is not added to our marketing lists. The billing calculators on the same pages run in your browser and send nothing you enter to us. ## 7. Subprocessors and Third-Party Sharing We partner with a limited group of specialized infrastructure subprocessors to provide cloud hosting, payment gateway processing, transactional email, and SMS verification. For a complete list of third-party vendors, the specific data elements they process, and their geographic locations, please consult our dedicated [Subprocessors Directory](https://billingmart.com/subprocessors) . ## 8. Data Retention and 30-Day Purge You may request deletion of your account and verified contacts from the portal at any time. When a workspace owner terminates a business workspace: - The workspace enters an immediate deactivated state and is scheduled for permanent purge 30 days later. - During this 30-day window, data is isolated and protected against accidental loss. - Executed financial invoices, tax receipts, and ledger transactions are retained solely for the statutory retention period mandated by applicable corporate tax and accounting regulations. - Payment link page view records are deleted automatically one year after the view, or earlier when the workspace is purged. ## 9. Your Global Privacy Rights (GDPR & CCPA) Depending on your physical location and jurisdiction, you enjoy specific legal rights regarding your personal data: - **Right to Access:** You may request a machine-readable export of all personal data held in connection with your account. Each workspace also keeps a complete record of its activity. On the free plan the app shows the last 30 days of that record; an owner or admin can download the full history as CSV on any plan. - **Right to Rectification:** You may correct inaccurate or incomplete profile and business information directly within your workspace settings. - **Right to Erasure ("Right to be Forgotten"):** You may request the permanent deletion of your personal data, subject to legal financial record retention rules and to our security and audit logs, which record what was asked of the service and by whom and are kept until the business's workspace is deleted. - **Right to Opt-Out:** We do not sell or share personal data for behavioral advertising. We use Google Analytics on our website by default to understand visits; you can turn it off at any time from the cookie banner or the Cookies page. See our [Cookie Settings](https://billingmart.com/cookies) . In the BillingMart console and apps, product analytics runs only if you choose Accept, and you can switch it off at any time in Settings > Privacy. Separately, we keep aggregate counts of how BillingMart is used, described under ‘Usage counts’ above; they contain no personal data and are not an analytics service. Campaign landing pages count page views and button clicks on our own server without cookies or identifiers; the address is replaced by a keyed hash that is discarded after one day. The pricing page counts button clicks by plan in the same way: on our own server, without cookies or identifiers, with the address replaced by a keyed hash that is discarded after one day. If you receive a marketing email from us, it may contain a small image that tells our server the email was opened, and its links carry a random code that tells our server which email brought a visit or a sign-up to us. The code identifies the email we sent, not you; it is kept in your browser only for the current tab, never in a cookie, and we delete it after one year. Many email programs block such images by default, and you may unsubscribe from marketing email at any time using the link in every message. Residents of US states with their own privacy laws: see [US State Privacy Rights](https://billingmart.com/privacy/states) , and make a request through our [Data Removal Request](https://billingmart.com/privacy-request) form. ## 10. Marketing Email and Prospect Data BillingMart.com LLC may send marketing email about the BillingMart service to businesses and the people who represent them. This section describes what we hold about a business we may contact (a “prospect”), how we send that email, what we measure, and how to stop it. Marketing email is separate from the transactional messages the service sends on a customer's behalf (invoices, receipts, reminders and verification codes), which are governed by the sections above and cannot be opted out of while a workspace uses them. ### What we hold about a prospect Business contact details only: a name, a business email address, a company name, an industry, and notes about the business that are relevant to whether BillingMart suits it. We obtain them from the business directly, from publicly available business listings, or from a list whose provider has confirmed that it was collected with a lawful basis for business-to-business marketing. We record that basis and source for every address. We do not hold payment details, card numbers, or consumer financial information about a prospect, and we do not buy or use lists of individual consumers. ### How marketing email is sent Every marketing message is sent from a dedicated BillingMart sending domain, names BillingMart.com LLC and our postal address, and carries a working unsubscribe link and a one-click unsubscribe header. We send only to addresses that have a recorded lawful basis, we honor every unsubscribe, bounce and complaint immediately and permanently, and we do not send again to an address that has asked us to stop, even if it later appears on another list. ### What we measure - **Opens.** A marketing email may contain a small image that tells our server the message was displayed. Many email programs block such images by default; if yours does, no open is recorded and nothing else changes. - **Visits and sign-ups.** The links in a marketing email that lead to billingmart.com carry a random code that identifies the message we sent, not you. When you follow such a link, our site keeps that code in your browser only for the current tab, never in a cookie, so that we can count that the message brought a visit and, if you create a BillingMart account during that visit or within 30 days of the message, a sign-up. The code is not added to links that lead anywhere other than billingmart.com, and it is never shared with a third party. - **Delivery.** Our email provider reports whether a message was delivered, bounced or marked as spam, so that we can stop sending to addresses that do not want or cannot receive our mail. We use these measurements only to understand which messages are useful, to stop sending to addresses that are not interested, and to keep our sending reputation healthy. They are not used to build a profile of you, are not combined with the data a workspace holds about its own customers, and are not sold or shared for advertising. ### Retention The code carried by a message's links is deleted one year after the message was sent. After that, only aggregate counts remain (how many messages a campaign sent, how many were opened, how many visits and sign-ups followed), which contain no address and no code. Prospect contact details are kept while we have a lawful basis to contact the business and are deleted when you ask us to, when the basis ends, or when they are no longer accurate. An unsubscribe is kept as a one-way hash of the address, so that we can honor it without keeping the address itself. ### Your choices Use the unsubscribe link in any marketing message, or write to [privacy@billingmart.com](mailto:privacy@billingmart.com) to stop marketing email, to ask what we hold about your business, or to have it deleted. We act on an unsubscribe at once and on other requests within the time the applicable law allows. The rights described in Section 9 apply to prospect data in the same way. Stopping marketing email does not affect any BillingMart account you hold or the transactional messages it sends. ## 11. Security Safeguards and Inquiries We maintain comprehensive technical and organizational safeguards, including AES-256-GCM encryption of sensitive merchant secrets, multi-factor authentication for administrative and money actions, and automated tests that every workspace's data stays isolated by access rules. To exercise your privacy rights or report a privacy concern, contact our privacy team at [privacy@billingmart.com](mailto:privacy@billingmart.com) . ## 12. Trip Tracking and Background Location Some BillingMart mobile apps let a user record a business trip, for example to log mileage or time spent at a job. Trip tracking is optional and works as follows: - **Only during a trip you start.** Location is collected only after the user taps Start and until the user taps Stop or Discard. While a trip runs, the app may continue to record location when it is in the background or the screen is locked, and the device shows its standard indicator that location is in use. No location is collected when no trip is running, and we do not ask for permission to use location at all times. - **Your permission.** The app asks for your device's location permission before the first trip. You can decline, or later turn location off in your device settings; trips then cannot be recorded, and the rest of BillingMart keeps working. - **What we record.** For each trip: the device's location points (latitude and longitude) with their time, accuracy and speed, and, when the trip ends, the distance and a simplified route line calculated from those points. Points that are not accurate enough may be dropped. Start and end place names on a mileage record are what the user types, not coordinates. - **What we use it for.** To calculate distance and show the route for that trip, to create the mileage or time record, and to keep the workspace's records accurate. We do not sell trip location, use it for advertising, or use it to build a profile of where you go outside the trips you record. - **Who can see it.** The user who recorded the trip and the workspace's owners and administrators. The detailed location points are kept on our servers and are not readable from the apps; the route line is shown only to those people and to applications the workspace authorizes with access to its contact data. The workspace, not BillingMart, decides how its trip records are used, under our Terms of Service and Acceptable Use Policy, and is responsible for any notice or consent its own workers or contractors require. - **Maps.** To draw a route, the app may use the device maker's map service (for example, Apple Maps), which receives the map area being shown under that provider's own privacy terms. - **Retention.** The detailed location points are deleted automatically about 90 days after the trip ends, or at once if the user discards the trip. The distance and simplified route line stay with the trip record for as long as the workspace keeps it, and are removed when the workspace deletes the record or the workspace is purged (Section 8), subject to the exemptions in this Policy. ## 13. In-App Purchases (Apple and Google) If you buy a BillingMart subscription or credits inside our iPhone or Android app, the purchase is made with Apple (App Store) or Google (Google Play), not with BillingMart: - **Payment details stay with the store.** Apple or Google collects and processes your payment method under its own terms and privacy policy. BillingMart does not receive your card number, bank details or billing address from the store. - **What we receive and keep.** To confirm and apply your purchase, we ask the store to verify it and keep the product bought, the store's transaction and purchase identifiers, the purchase or renewal dates, the subscription status (for example active, renewed, refunded or expired) and whether it was a test purchase. We link the purchase to your workspace with a coded identifier rather than your name or email address. - **Updates from the store.** Apple and Google may send us notices when a subscription renews, lapses, is refunded or is cancelled, and we use them to keep your plan and credits current. - **Managing and refunds.** Subscriptions bought through a store are managed, cancelled and refunded through that store's account settings and policies. - **Retention.** We keep purchase records for as long as needed to provide your plan, prevent fraud and meet tax, accounting and legal obligations, as described in Section 8. ## 14. General Terms - **The Terms of Service control.** This page forms part of, and is governed by, the [Terms of Service](https://billingmart.com/terms) , the [Privacy Policy](https://billingmart.com/privacy) and the [Acceptable Use Policy](https://billingmart.com/aup) . If this page and the Terms of Service conflict, the Terms of Service control. - **No additional obligations.** This page describes how BillingMart.com LLC ("BillingMart", "we", "us") operates. It does not create a contract, a warranty, a guarantee or any obligation beyond those in the Terms of Service and those that applicable law imposes, and nothing on it waives a right, defense, privilege or exemption available to BillingMart under the Terms of Service or the law. - **Disclaimers and limits apply.** The warranty disclaimers, limitation of liability, governing law (New Mexico) and binding arbitration provisions of the Terms of Service apply to everything described here, to the fullest extent the law allows. - **No third-party beneficiaries.** This page confers no rights or remedies on any person other than as applicable law requires. - **Changes.** We may update this page at any time by posting a new version here; the "Last revised" date shows when it last changed. A change applies from when it is posted unless the law requires otherwise. Continued use of BillingMart after a change means you accept it. - **Severability.** If any part of this page is found unenforceable, the rest remains in effect, and the unenforceable part is limited to the minimum extent necessary. - **Questions.** Use our [Contact page](https://billingmart.com/contact) . For a privacy request, use the [Data Removal Request](https://billingmart.com/privacy-request) page. ## 15. Disclaimers, Limitation of Liability and Indemnification This section restates, and this page incorporates by reference, Sections 10 (Warranties and Disclaimers), 11 (Limitation of Liability) and 11A (Indemnification) of the [Terms of Service](https://billingmart.com/terms#disclaimers) . They apply to everything this page describes, to the fullest extent the law allows, and the Terms of Service control if the two differ. Where applicable law does not permit a disclaimer, limitation or exclusion below, it applies to the extent the law permits. THE PLATFORM, CONSOLE, REST APIS, PAY PAGES AND EVERY SERVICE, FEATURE, PAGE, NOTICE AND PROCESS DESCRIBED HERE ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. TO THE MAXIMUM EXTENT PERMITTED UNDER APPLICABLE LAW, BILLINGMART.COM LLC AND ITS AFFILIATES EXPRESSLY DISCLAIM ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT, AND ANY WARRANTY THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE OR SECURE. IN NO EVENT SHALL BILLINGMART, ITS OFFICERS, DIRECTORS, MEMBERS, MANAGERS, EMPLOYEES, AGENTS OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF REVENUE, PROFIT, GOODWILL, OR TRANSACTIONAL DATA, ARISING OUT OF OR IN CONNECTION WITH THE USE OF THE PLATFORM OR ANYTHING DESCRIBED ON THIS PAGE, HOWEVER CAUSED AND UNDER ANY THEORY OF LIABILITY, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING UNDER THE TERMS OF SERVICE OR THIS PAGE SHALL BE STRICTLY LIMITED TO THE TOTAL FEES PAID BY YOU TO BILLINGMART IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY, WHICH MAY BE ZERO. **Indemnification.** The indemnity in [Section 11A of the Terms of Service](https://billingmart.com/terms#indemnification) — your defense and indemnification of the BillingMart Parties against claims arising from your use of the Services, the content you send, your dealings with your customers and the consents and notices the law requires of you — applies to the activities this page describes as if set out here in full. Nothing on this page creates a warranty, a service level, a guarantee or a duty of care beyond those stated in the Terms of Service, and every exemption, safe harbor, limitation and defense available to BillingMart under applicable law is preserved. ### Legal and compliance questions If you have questions regarding this agreement, or need a countersigned copy of our Data Processing Addendum, contact us at [legal@billingmart.com](mailto:legal@billingmart.com) or write to our privacy officer at [privacy@billingmart.com](mailto:privacy@billingmart.com) . ## Related legal documents [Terms of Service Read document →](https://billingmart.com/terms) [Data Processing Addendum Read document →](https://billingmart.com/dpa) [Acceptable Use Policy Read document →](https://billingmart.com/aup) [Service Level Agreement Read document →](https://billingmart.com/sla) [Cookie Policy Read document →](https://billingmart.com/cookies) [Subprocessors Read document →](https://billingmart.com/subprocessors) [E-Sign Consent Read document →](https://billingmart.com/e-sign) [Accessibility Statement Read document →](https://billingmart.com/accessibility) [Text Message Terms Read document →](https://billingmart.com/sms-terms) [US State Privacy Rights Read document →](https://billingmart.com/privacy/states) [Data Removal Request Read document →](https://billingmart.com/privacy-request) [Partner Program Agreement Read document →](https://billingmart.com/legal/partner-agreement) --- This is the Markdown copy of https://billingmart.com/privacy. Live plans, prices and limits are published as JSON at https://billingmart.com/plans.json and https://billingmart.com/agent-info.json.